RFP_08-17.doc

REQUEST FOR PROPOSALS

FOR

4th of JULY SPECIAL EVENT

FOR

CITY OF DEBARY, FLORIDA

16 Colomba Road

DeBary, Florida 32713

Telephone: (386) 668-2040

Facsimile: (386) 668-4122

TABLE OF CONTENTS

PART I GENERAL INFORMATION

1.1 DEFINITIONS.

1.2 PURPOSE

1.3 ISSUING OFFICE AND LOCATION OF PROPOSALS OPENING

1.4 INVITATION TO PROPOSE

1.5 CONTRACT AWARDS

1.6 DEVELOPMENT COSTS

1.7 INQUIRIES

1.8 TIMETABLES

1.9 DELAYS

1.10 QUALIFICATION SUBMISSION AND WITHDRAWAL

1.11 ADDENDA

1.12 EQUAL OPPORTUNITY

1.13 INSURANCE

1.14 LOBBYIST DISCLOSURE REQUIREMENT

1.15 PUBLIC ENTITY CRIMES

PART II STATEMENT OF WORK

2.1 SCOPE OF WORK

A. INTRODUCTION

B. SCOPE OF SERVICES

C. CURRENT CONDITIONS……………………………………………………………….7

D. DESIRED OUTCOMES………………………………………………………………….7

E. PROPOSED BUDGET

PART III INSTRUCTIONS FOR PREPARING SUBMISSIONS………………………….10

3.1 RULES FOR SUBMISSIONS…………………………………………………………….10

3.2 SUBMISSION FORMAT…………………………………………………………………10

A. Letter of Transmittal…………………………………………………………………….10 B. The Location Of The Office Where The Work Will Be Prepared; And The Key Personnel In That Office…………………………………… C. Organization Profile and Qualifications…………………………………………………10 D. References E. Other Information………………………………………………………………………..10

PART IV EVALUATION OF SUBMISSIONS………………………………………………11

4.1 EVALUATION METHOD AND CRITERIA…………………………………………….11

A. General ……………………………………………………………………… . ………..11 B. Selection ………………………………………………………………………………. 11 C. Negotiations ………………………………………………………………………….. 12

PART I

GENERAL INFORMATION

1.1 DEFINITIONS

For the purposes of this Request for Proposals, the respondent shall mean contractors, consultants, respondents, organizations, firms, or other persons submitting a response to this Request for Proposals.

1.2

PURPOSE

This request for Proposals (RFP) provides guidelines for the submission of proposals in response to the City of DeBary’s solicitation for firms and individuals to provide Special Event Management for a July 4, 2018 event to be held at Gemini Springs Park, DeBary, FL.

1.3

ISSUING OFFICE AND LOCATION OF PROPOSALS OPENING

Mike Jones, Purchasing Manager

City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

1.4

INVITATION TO PROPOSE

The City of DeBary is soliciting proposals from respondents for PROFESSIONAL SPECIAL EVENT MANAGEMENT SERVICES for a July 4, 2018 fireworks event. Special Event Management services (“work”) may include, but are not limited to, developing a business plan for event management for a July 4, 2018 fireworks event; securing sponsors, vendors and volunteers to assist in the carrying out of said event, coordinating the event with requisite City and County staff to meet minimum event safety guidelines, and providing necessary permits and insurance for the event.

1.5

CONTRACT AWARDS

The City of DeBary anticipates entering into a contract for the services with the respondent or respondents who submits the qualifications and proposals judged by the City to be most advantageous to the City. The City anticipates awarding a single or multiple contracts to the respondent(s) chosen, but reserves the right to award in any fashion it, in its sole determination, decides is in its best interest. Any contracts, if awarded pursuant to this RFP, shall be awarded as “continuing contracts” as such term is defined in § 287.055(2)(g), Fla. Stat., and shall be subject to the limitations and restrictions described therein.

The respondents understand that this RFP does not constitute an agreement or a contract with the City. An official contract or agreement is not binding until the proposal is reviewed and accepted by the City Council and executed by all parties.

The City reserves the right to reject all proposals, to waive any informality, and to solicit and advertise for other proposals.

A standard City of DeBary contract document will form the basis of the contract between the successful respondent(s) and the City. Additional terms and conditions may be added to the contract through negotiations with the successful qualifier(s).

1.6

DEVELOPMENT COSTS

Neither the City nor its representatives shall be liable for any expenses incurred in connection with the preparation of a response to the RFP. Respondents should prepare their submittals simply and economically, providing a straightforward and concise description of the respondent’s ability to meet the requirements of the RFP.

1.7

INQUIRIES

The City will respond to oral inquiries. Respondents may call for interpretations of this RFP to:

John Fletcher, Parks & Recreation Director 386-601-0202 City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

The City will respond to oral inquiries until 5 pm on December 21, 2017.

1.8

TIMETABLES

The City and respondents shall adhere to the following schedule in all actions concerning this RFP:

A. On December 1, 2017 the City issues the RFP.

B. From December 1, 2017 until 5 pm on December 21, 2017, the City will receive and answer all oral inquiries.

C. The City must receive the proposals by 2:00 p.m. on Friday, January 5, 2018.

D. The City will then review and evaluate the proposals on a timely basis.

E. The City may enter into a contract after conducting negotiations and obtaining appropriate approvals. The City will notify unsuccessful respondents at this time.

1.9

DELAYS

The City may delay scheduled due dates if it is to the advantage of the City to do so. The City will notify respondents of all changes in the scheduled due dates by written addenda.

1.10

QUALIFICATION SUBMISSION AND WITHDRAWAL

The City will receive proposals at the following address:

Mike Jones, Purchasing Manager City of DeBary

16 Colomba Rd.

DeBary, Florida 32713

To facilitate processing, please mark the outside of the envelope in the lower left hand corner as follows: “RFP #08-17, SPECIAL EVENT MANAGEMENT SERVICES.”

The envelope shall also include the Respondent’s return address in the upper left hand corner.

Respondents shall submit FOUR (4) copies of the proposal in a sealed, opaque envelope marked as noted above. The respondent may submit the proposals by mail, parcel delivery service, or in person.

THE CITY MUST RECEIVE ALL PROPOSALS BY 2:00 P.M. ON FRIDAY, JANUARY 5, 2018.

Due to the irregularity of mail and delivery services, the City cautions respondents to assure actual delivery of proposals to the Procurement Officer prior to the deadline set for receiving submissions. Telephone confirmation of timely receipt of the proposal may be made by calling (386) 601-0222 at least four (4) hours prior to opening time for proposals. Proposals received after the established deadline shall not be opened or considered and, provided that the respondent has provided a valid and legible return address as instructed herein, shall be returned in their unopened state to the respondent.

Respondents may withdraw their submissions by notifying the City in writing at any time prior to the opening. Respondents may withdraw their submissions in person or by an authorized representative. Respondents and authorized representatives must provide the letter of withdrawal, picture identification, proof of authorization (in the case of authorized representatives), and provide the City with a signed receipt for the qualification package. Proposals, once opened become the property of the City and will not be returned to the respondent.

In accordance with Chapter 119 of the Florida Statutes (Public Records Act), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are in the public domain. However, the Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature of certain trade secrets. The bid, qualifications or proposal submitted by your company may contain areas, which are designated "confidential" or "exempt from disclosure." If your bid, proposal or qualifications contains such information, you are required to identify such information and advise the City with specificity the applicable law making such information exempt from disclosure in accordance with the Public Records Law. A generic notation that information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

1.11

ADDENDA

If revisions become necessary, the City will mail or fax written addenda to all respondents who received the Request for Proposals.

1.12

EQUAL OPPORTUNITY

The City recognizes fair and open competition as a basic tenet of public procurement and encourages participation by minority and women business enterprises.

1.13

INSURANCE

The respondent, if awarded a contract, shall maintain insurance coverage reflecting the minimum amounts and conditions as required by the City. A respondent’s inability to acquire or maintain sufficient insurance coverage pursuant to this RFP and/or any contract awarded to such respondent shall be a basis for disqualification of the respondent from this RFP and shall constitute a material breach of any contract awarded to such respondent pursuant to this RFP.

1.14

LOBBYIST DISCLOSURE REQUIREMENT

Any professional consultant who utilizes the services of a lobbyist is required, by virtue of responding to this request, to make full disclosure to the City concurrently with the submission of this proposal. Such disclosure shall include the following:

A. The name of any lobbyist employed directly or indirectly by the consultant for the purpose of influencing or attempting to influence the selection of a professional consultant by the City.

B. The name, address and telephone and fax numbers of that lobbyist.

C. The length of such agreement, contract, or understanding, and the amount of any fee, gratuity, compensation, or consideration paid or promised to be paid to the lobbyist, either before or after hiring, whether or not the same is set out as compensation for the lobbying or is for other services.

The disclosure shall be submitted with the proposals and will be filed with the City Clerk and such records shall be open to the public.

1.15

PUBLIC ENTITY CRIMES

Pursuant to § 287.133(2)(a), Fla. Stat., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for Special Event Management Services; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in § 287.017, Florida Statutes, for CATEGORY TWO purchases for a period of 36 months following the date of being placed on the convicted vendor list.

PART II

STATEMENT OF WORK

2.1

SCOPE OF WORK

A.

INTRODUCTION

With this Request of Proposals, the City of DeBary is soliciting proposals and qualifications from individuals and/or firms to perform Special Event Management services on a contractual basis.

B.

SCOPE OF SERVICES

The exact scope of work under this contract will be determined during the life of the contract on a case-by-case, as needed basis. Individual tasks will be identified. These work tasks may involve, but are not limited to, one or more of the following matters: special event management, securing sponsors, vendors and volunteers to assist with the event. Grant of a continuing contract pursuant to this RFP does not guarantee any particular volume, level, or amount of work, nor shall any respondent who is granted a contract pursuant to this RFP have an exclusive or sole right to perform the work as described in this RFP.

C.

CURRENT CONDITIONS

The City currently has a three year contract with a fireworks firm to provide the 18-20 minute show at a cost of $20,000. 2018 will be year two of this agreement. The City has previously partnered with a community group to provide a stage, provide entertainment for said stage, coordinate vendors for the event, and assist the City with providing volunteers to assist with the event. This community group secures food/beverages to provide to the volunteers who help run the event and reports back to give college scholarship/s to students from DeBary depending on dollars raised from the event.

D.

DESIRED OUTCOMES

The City has three desired outcomes from this Request for Proposals as follows:

1) To have a first-class, safe, and family-friendly July 4th 2018 community event in the city including, but not limited to:

a. An approximate 18-20 minute fireworks display;

b. Family-friendly entertainment leading up to the fireworks display;

c. Master of ceremony service to ensure smooth implementation of the program and effective coordination with City officials regarding real time unexpected service and emergency challenges.

2) To decrease the City’s out-of-pocket expenses by increasing the number of quality of participating vendors, advertisers, and donors.

The City’s approximate out-of-pocket expenses for the 2017 event were as follows:

a. Fireworks

$20,000

b. Law enforcement

$ 7,200

c. Fire and EMS services

$ 0

d. Restrooms

$ 2,150

e. Solid waste

$ 0

f. Equipment rental (light towers, golf carts) $ 4,831

g. City staff overtime

$ 3,708

h. Donations to volunteers (Babe Ruth, etc.)

$ 800

TOTAL

$38,689 The City’s Event Partner expended an unknown amount of revenue for the 2017 event on the following items:

a. Entertainment

b. Stage

c. Insurance

d. Bounce Houses In the 2017 event the City’s Partner secured an unknown amount of revenue from the following:

a. Vendors

b. Advertisers

c. Donations

3) To maximize the auxiliary benefits to the community from increased event revenues.

In the 2017 event the City’s event partner reports to have funded revenue for college scholarships from proceeds of the event. The amount of revenue expended for these scholarships is unknown.

E.

PROPOSED PRELIMINARY EXPENSE BUDGET

The Selected Proposer shall be required to negotiate a final budget with the City. No profits will be taken by the chosen event partner until such time that the City’s out-of-pocket costs and auxiliary community benefits are agreed upon.

Please submit a proposed preliminary expense budget plan indicating cost you will be expecting the City to contribute to the event.

Event Partner

Required City

Total

Contribution

Contribution

Contributions

FY18

Expenses

Master of Ceremonies

Entertainment

Stage / sound

Insurance

Fireworks

Police

Fire

Solid waste

Restrooms

Equipment rental

City staff overtime

Other

Community Benefits Cost

Total Expenses and Community Benefits Cost

PART III

INSTRUCTIONS FOR PREPARING SUBMISSIONS

3.1

RULES FOR SUBMISSIONS.

The submission must name all persons or entities interested in the submission as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to the RFP.

3.2

SUBMISSION FORMAT

A.

Letter of Transmittal.

This letter will summarize in a brief and concise statement the respondent’s qualifications. An official authorized to negotiate for the respondent must sign the letter of transmittal. The letter should not exceed one page in length. Each respondent shall provide eight (8) copies of its submittal.

B.

The Location Of The Office Where The Work Will Be Prepared; And The Key Personnel In That Office.

The respondent may identify all of its offices, but must, at a minimum, identify the location of the main office that will be responsible for the actual production of the work and the names of key personnel in that office who will be responsible for the completion of the work.

C.

Organization Profile and Qualifications.

This section of the proposal must describe the respondent, including the size of the office responsible for the work activities. The respondent shall provide the City with the resumes of the primary individuals who will be providing contract services to the City. The respondent must supply all proper Florida and local business license(s) and list all the personnel described in this section.

D.

References.

This section of the submission must include a list of at least three (3) projects of a similar type the responsible office or individuals have completed within the last ten (10) years. The list must include:

1. A brief description of the event.

2. Size of the event.

3. Principal individuals assigned to the event.

4. The name and telephone number of a contact person who can speak on behalf of the client for such project.

E.

Other Information.

Respondents may provide any additional information the respondents feel would be necessary for or relevant to the City’s review of their submissions.

PART IV

EVALUATION OF SUBMISSIONS

4.1

EVALUATION METHOD AND CRITERIA

A.

General.

The City shall be the sole judge of the best interests of the City, the submission and the resulting negotiated agreement.

The City’s evaluation criteria shall include, but not be limited to, consideration of the following, which are listed in no particular order:

1. Credentials of persons assigned to the project

2. Verification of availability of qualified personnel

3. Past records of performance and reputation with references

4. Size of events managed

5. Conformance to desired outcomes as provided in Part II

a. First-class, safe and family-friendly event

b. Decrease in the City’s out-of-pocket expenses

c. Increases in auxiliary benefits to the community

6. Proposed estimated preliminary budget

7. Ability to increase vendor options for the event.

8. Ability to meet time and permitting requirements

9. Outline for the respondents financial event reporting at completion of the event.

10. Outline for the respondents responsibilities for the event and what if any assistance would be required from the City.

B. Selection.

The City will form a selection committee at its discretion. The selection committee shall evaluate the written proposals submitted by all the respondents regarding this proposal in accordance with the criteria contained in this RFP, and applicable city code provisions to the extent not otherwise prohibited by law. The City shall evaluate and rank current statements of proposals and performance data on file with the City, together with those that may be submitted by other firms regarding the RFP, and shall conduct discussions with, and may require public presentations by, no fewer than three firms regarding their qualifications, approach to the project, and ability to furnish the required services.

C. Negotiations.

It is the purpose of this qualification process to enter into a contract with the highest-ranking firm for Special Event Management. To that end, negotiations shall begin with the selected firm with the highest ranking and ending upon successful negotiation with the selected firm. If the City cannot negotiate a satisfactory contract with any of the top ranked firms, the City may select additional respondents in the order of their competence and qualification and continue individual negotiations until an agreement is or additional agreements are reached. Should the City be unable to negotiate a contract with any competent qualified firms, the City may reject all bids.

As stated in Paragraph 1.5 above, the City reserves the right to reject all submittals, to waive any irregularities and solicit and re-advertise for other proposals.

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